Office Manager

The Office Manager has responsibility for the daily execution of firm policies and procedures and for the administrative operations of the office. The Office Manager is charged with coordinating all local functions with the appropriate firm-wide administrative staff. Key duties include:

• Supervision of non-attorney personnel including paralegals, legal assistants, receptionist, clerks and other staff. The Office Manager oversees the staffing ratios in the office, determining staffing needs, and works with the attorneys and legal assistants to create work teams which are balanced and meet the work needs of the group. The Office Manager is responsible for allocating work, scheduling temporary coverage in accordance with office policies, assisting in attorney review of legal assistants and paralegals, reviewing of other staff, conducts each staff member’s review and conveys salary information with each staff member, holds periodic staff meetings, complaint resolution, determining staffing needs and timely maintenance of time and attendance records. Is the approver on all staff time off requests and assigns Legal Assistant coverage to attorneys during absences. Ensure all staff participate in the various training programs (for example, PacerPro, Milana) in order to adequately do their job.

• Hiring, employee relations, and termination of non-attorney personnel, in coordination with the affected attorneys and the firm-wide Human Resources department.

• Orientation of new attorney and staff personnel including: collecting personnel and accounting forms; instruction in office facilities, equipment and procedures; coordination and scheduling of computer training by firm-wide training staff; explanation of benefit plans; obtaining office supplies; and, coordination with building management regarding office pass photo security pass, lobby listing, etc. Interacts with the building’s parking garage manager on the office’s allotted eight (8) parking spaces provided at a reduced monthly rate per the Lease agreement.

• Responsible for supporting Marketing initiatives including: serving as local point person regarding marketing materials; consulting with attorneys to maintain proper supply of materials; understanding what attorney projects are coming up for proper planning; serving as marketing resource for larger projects; and, awareness of potential publicity developments. On occasion, plan, oversee and attend in-office marketing client seminars and evening receptions, working with local vendors and the Marketing department as needed. The office has a large number of Boston Red Sox games and Boston Bruins & Celtics games for client and business development use. The Office Manager is responsible for putting a calendar of games together, sending to attorneys, keeping it updated, forwarding the electronic tickets to attorneys, but most often the client/recipient directly. The Office Manager has been responsible for forwarding Red Sox tickets to an external group of 5-7 people, collecting payment for same and sending to Accounting. At the end of each season, the Office Manager puts together a Usage Report for the Managing Partner and the Chief Financial Officer.

• Responsible for the support of Library Services initiatives including: being point of contact for the coordination of local library services; notifying Library Services of issues before they escalate; proactively monitor space issues; assuring library filing gets done timely and accurately; and, relaying concerns expressed by attorneys and staff. In offices where applicable, oversee the professional filers. Coordinate training sessions with outside vendors such as Lexis and Westlaw. Insure that trainers have appropriate space and technology for presentations.

• Responsible for administration of client escrow accounts, where applicable, in accordance with established legal guidelines, including enrollment of accounts with financial institutions, general bookkeeping, make IOLTA account check deposits, disbursements and all other transactions. (Majority of escrow accounts are real estate transaction based.) Responsible for writing checks out of the office Operating Account as needed, writes out and cashes petty cash check as needed, maintains Excel spreadsheets, updating balances and sends all transactions to Accounting twice a month. Maintains a Firm corporate American Express and Visa Cards for use by paralegals and attorneys for court filing fees and filings at the Ma Secretary of State’s office. Keeps track of receipts and information is entered into Chrome River for reconciliation and payment monthly.

• Having a working knowledge of risk management to monitor compliance with firm risk management practices, including client intake, lateral partner integration and records management processes and systems. Works closely with the Boston office Records Coordinator when new attorneys join or leave the Firm on their client file related material.

• Maintaining firm standards and practices related to use of office space including conference rooms, work rooms, file rooms and the management of vacant offices, work stations and storage areas, as applicable. Is the point person and provides support to Visiting Attorneys including working with our travel group, providing local hotel information, dining, conference room needs and visitor security arrangements.

• Maintaining firm standards and practices related to delivery of office services including copy/fax, US mail, accountable mail (FedEx, UPS), messenger, conference room and hospitality.

• Maintaining appropriate levels of office supplies consistent with firm purchasing practices.

• Ensuring the operation and maintenance of all office equipment including printers, copiers and fax machines are consistent with firm practices and vendor agreements. Assist IS department with local IS issues. Where appropriate, and in coordination with firm contracts, interact with third party vendors for copier, supply, fax machine, food vendor and cleaning service issues.

• Interacting with building management for maintenance and other ordinary course issues. Assist as needed with office planning, construction, and related projects. Handles all internal office moves with the attorney and/or legal assistant when necessary.

• Scheduling and facilitating video conferences for attorneys and staff, including set up of equipment.

• Assisting with the development and improvement of firm policies and procedures.

• Plans all office functions including the annual Holiday Party, bi-annual Summer Outing and any other in-office events and get-togethers.

• Processes all office attorney group annual membership renewals s in various organizations, often working with another Duane Morris department to coordinate payment: The group Boston Bar Association, the Greater Boston Chamber of Commerce, the Social Law Library, MCLE and The New England Council memberships. Maintains files on all the above.

• Other duties as talents, interests and needs permit to support firm-wide coordinated efforts.

Qualifications:

Education: Degree in management/administration or equivalent experience.

Experience: Minimum five years management/supervisory experience in a law firm or legal department. Knowledge of federal and state regulations.

Skills: Ability and willingness to manage and balance a variety of activities and a wide range of responsibilities, ability to manage personnel and interpersonal issues, excellent communication skills, judgment and decision making skills, bookkeeping and financial transaction skills, computer literacy and technical ability.